PocketReceipt

PocketReceipt is a digital expense and mileage record-keeping app for UK sole traders and self-employed individuals. It helps you capture receipts, record mileage journeys, organise records, and export reports (CSV/PDF) for your accountant or for use in other tax or accounting software.

Important: PocketReceipt is not an HMRC service, is not “official” HMRC software, and is not MTD submission software. The App does not submit Quarterly Updates, tax returns, or any other data to HMRC on your behalf. You remain responsible for filing and compliance.

PocketReceipt also provides an Accountant Dashboard (dashboard.pocketreceipt.co.uk or pocketreceipt-dashboard.web.app), a web-based service that allows registered accountancy practices to view their clients’ expense data, subject to each client’s explicit consent. The Dashboard is a separate subscription service with its own pricing and terms.

You must be at least 18 years old to use PocketReceipt, the Accountant Dashboard, or the PocketReceipt website's interactive features (such as account registration or email sign-up).

By using any PocketReceipt service, you confirm that you meet this age requirement. If you are registering for the Accountant Dashboard, you also confirm that you are authorised to act on behalf of your accountancy practice.

PocketReceipt does not knowingly collect personal data from anyone under the age of 18. If we learn that a user is under 18, their account and data will be deleted.

Depending on your plan and settings, PocketReceipt can provide:

• Receipt capture (photo/manual) and expense records.
• Optional AI receipt text extraction (scanning).
• Business/private or mixed-use classification and apportionment support.
• Mileage logging (manual or GPS distance tracking).
• Quarterly period organisation, accountant review, and period locking.
• CSV/PDF exports and reports for your records, accountant, or other software.
• Optional cloud backup and restore, including receipt images (Essential/Professional, or linked to an accountant). Image backup access for linked clients is available while the accountant link is active but ends if the link is severed or the accountant's subscription lapses. For permanent personal ownership of receipt images, users may purchase the Storage Pack add-on (see 5.6).
• Accountant linking: consent-based data sharing with a registered accountant via the Accountant Dashboard. Linked accountants can review records, correct expense categories and mileage purposes, send messages, and request documents.
• Capital item classification: ability to flag expenses as capital expenditure (Annual Investment Allowance / First-Year Allowance) versus revenue expenses.
• Vehicle management: including fuel type classification and HMRC-compliant mileage cost method selection (AMAP or actual vehicle costs), locked per vehicle once set.
• Tax forecast: estimated tax calculations using published HMRC rates (2025/26). These are estimates only and should not be used for filing.
• Payment method recording: card, cash, bank transfer, or other.
• CIS (Construction Industry Scheme) support: recording CIS payments, deductions, and contractor details for construction workers.
• Secure document transfer: optional upload of financial documents (bank statements, platform earnings, phone bills) to your linked accountant, with automatic server-side deletion after 30 days.
• SA103F-aligned expense categories mapped to HMRC Self Assessment boxes.

PocketReceipt includes features intended to support good digital record-keeping (for example: digital capture, record organisation, export timestamps, and in-app reminders). However, the App does not guarantee that your records will meet HMRC requirements in every situation. You are responsible for keeping appropriate evidence and using your exports correctly.

You agree to:

• Enter accurate information and review any automatically extracted data before saving.
• Keep your device secure and maintain backups where appropriate.
• Use the App lawfully and for legitimate purposes only.
• Keep business records for the required period under HMRC rules (commonly at least 5 years after the 31 January submission deadline for the relevant tax year).
• Submit your tax returns using HMRC services, HMRC-recognised submission software, or your accountant (as applicable).

5.1 Free plan

The Free plan includes up to 10 AI receipt scans per month, unlimited mileage tracking, GPS-recorded journeys with on-device address resolution, the Mileage Logbook PDF (an HMRC-compliant log of your saved journeys including date, start address, end address, distance, business purpose, vehicle and AMAP allowance), and core record-keeping and export features (CSV and PDF). AI receipt scanning requires sign-in with Apple (iOS) or Google (Android). Users who have not signed in may use manual receipt entry and other local-only features at no charge. Scan limits reset one calendar month from the date of your first scan in each period (for example, if your first scan is on the 15th, your limit resets on the 15th of the following month). The Free plan does not include cloud backup, restore, Storage Pack, or the visual extras of Mileage Logbook Pro (route maps and branded layout — see 5.2). Cloud backup and restore become available through a paid subscription (Essential or Professional) or by linking to an accountant.

5.2 Essential subscription

Essential includes:

• Up to 50 AI receipt scans per month.
• Cloud data backup and restore.
• Mileage Logbook Pro: route map images per trip and branded title page, in addition to the HMRC fields included in the free Logbook (5.1).
• Optional Storage Pack add-on for receipt image backup (see 5.6 below).

5.2A Professional subscription

Professional includes everything in Essential, plus:

• Up to 200 AI receipt scans per month.
• Full cloud backup including receipt images (Storage Pack included automatically).
• Sync across devices (where supported).

5.2B Mileage Logbook Pro — 30-day free trial

Free plan users may activate a one-time, 30-day free trial of Mileage Logbook Pro by tapping "Start free trial" on the Mileage Logbook card inside the App. The trial:

• Requires no payment and no payment method.
• Does not auto-renew. Nothing is charged at any point during or after the trial.
• Lasts 30 days from the date you start it. After expiry, your Mileage Logbook automatically reverts to the free version (still HMRC-compliant), and route maps / branded layout are no longer included unless you subscribe to Essential or Professional, are linked to an accountant with an active Dashboard subscription, or hold VIP access.
• Is offered once per user per device. The trial start date is recorded locally on your device.
• Does not affect your free Mileage Logbook entitlement, which remains available regardless of trial status.

If your Professional subscription expires or is cancelled, the included Storage Pack entitlement also ends. To continue receipt image backup after Professional ends, you would need to purchase a Storage Pack separately or resubscribe to Professional.

5.3 Billing and renewal

Subscriptions are billed via the app store from which you downloaded the App (Apple App Store or Google Play) at the price shown at purchase time. See the app for current pricing. Subscriptions auto-renew unless cancelled at least 24 hours before the end of the current period. You can manage or cancel your subscription in your device’s subscription settings. Refunds are handled by Apple or Google under their respective policies; PocketReceipt does not process refunds directly.

5.4 VIP access

PocketReceipt may provide Premium features (including Mileage Logbook Pro) to certain users (for example: testers or customer support cases) via a VIP mechanism.

5.5 Accountant-provided access

If your accountant subscribes to the Accountant Dashboard and links to your PocketReceipt account, you may receive certain features at no additional cost to you, including cloud backup and restore of your records and receipt images, and Mileage Logbook Pro (route maps and branded layout) for the duration of the active link. Your linked accountant can also review your records, correct expense categories and mileage purposes, send you messages, and request documents. This access is dependent on the accountant maintaining an active Dashboard subscription and your active link to them. If the accountant’s subscription lapses, you change accountants, or you revoke access, any features provided through this arrangement — including image backup access — will cease. For this reason, users who require long-term receipt image retention (HMRC requires up to 6 years of records for self-employed individuals) are strongly encouraged to purchase a personal Storage Pack add-on (see 5.6), which ensures personal ownership of receipt images independently of any accountant relationship. Personal subscriptions (Essential or Professional) and the Storage Pack purchased directly by the user are independent of accountant links and remain active regardless of the link status.

5.6 Storage Pack

The Storage Pack is an annual add-on that provides personal ownership of receipt image backups in secure cloud storage. It is available to any user with an active subscription (Essential or Professional), an active accountant link, or VIP access. Free plan users without any active access cannot purchase the Storage Pack. The Storage Pack is designed to ensure HMRC compliance: UK self-employed individuals are required to retain financial records for up to 6 years, and a personal Storage Pack guarantees that receipt images remain under the user's control for the full retention period — regardless of changes to their accountant, subscription plan, or accountant link status. The Storage Pack must be renewed annually to maintain continuous protection. Professional subscribers also receive image backup as part of their plan; however, all users — including Professional subscribers and accountant-linked clients — may purchase a personal Storage Pack to ensure their images are retained independently. If the Storage Pack expires without renewal — or if a Professional subscription that included image backup expires without a personal Storage Pack in place — backed-up receipt images are retained for a 30-day grace period. During the grace period, you can still download your images from the app. After the grace period, backed-up receipt images are permanently deleted from the server. Local copies on your device are not affected. See the app for current pricing.

Free trial: New accountant accounts receive a 14-day free trial with no payment required. The trial includes full Dashboard access for up to 3 linked clients. When the trial ends, Dashboard access is paused until a paid subscription is started. Client data is not deleted when a trial expires. No payment details are collected during the trial.

The Accountant Dashboard is a subscription service for accountancy practices. It is offered on a tiered basis depending on the number of linked clients. Current tiers are Starter (up to 10 clients, 250 pooled scans/month), Growth (up to 25 clients, 750 pooled scans/month), Practice (up to 75 clients, 2,250 pooled scans/month), and Enterprise (up to 200 clients, 6,000 pooled scans/month). Scan limits are pooled across all linked clients within the practice. Accountants may purchase additional scan allowance if needed. Pricing is displayed on the Dashboard and may be updated with reasonable notice.

Data Processing Agreement: Accountants must accept a Data Processing Agreement (DPA) when registering for the Dashboard. The DPA is available at pocketreceipt-dashboard.web.app/dpa.html and governs the processing of client personal data in accordance with UK GDPR Article 28.

Client consent: Accountants may only access client data when the client has explicitly approved the link from within the PocketReceipt app. If a client revokes access, the accountant must immediately cease using any previously exported data from that client, unless required for their own regulatory or legal obligations.

Dashboard capabilities: The Dashboard allows accountants to review client records, review quarterly periods (including starting a review, requesting corrections, or marking a quarter as reviewed), correct expense categories and mileage purposes, send structured messages (such as deadline reminders, action requests, and queries), request financial documents, and view and download receipt images. The Dashboard also includes: AML Customer Due Diligence (CDD) tracking (identity verification status, document type, risk rating, PEP check status, and source of funds); an immutable audit trail recording all accountant actions within the Dashboard (viewed client, edited receipt, sent message, marked quarter reviewed, requested document, exported CSV); a practice compliance display showing ICO registration number, professional indemnity insurance details, and professional body membership; passkey (WebAuthn) authentication as an alternative to password login; and dark mode. Corrections made by the accountant are delivered to the client's app and preserved during subsequent data updates. Messages are stored in the client's message history within the app.

Audit log immutability: Audit log entries recorded by the Dashboard are immutable — they cannot be edited or deleted by the accountant. This is a regulatory requirement under the Money Laundering Regulations 2017 (MLR 2017) record-keeping obligations. Audit log entries are retained for 7 years.

Data accuracy: PocketReceipt does not verify the accuracy, completeness, or tax deductibility of any receipt, mileage entry, or financial figure. Data displayed on the Dashboard is entered or scanned by the app user and synced automatically. The accountant is responsible for professional verification before relying on this data for any filing or advisory purpose.

Dashboard cancellation and refunds: You can cancel your Dashboard subscription at any time from the billing section within the Dashboard. Upon cancellation:

• Your access continues until the end of the current billing period (monthly or annual).
• No further charges will be made after cancellation.
• Your client data is not deleted when you cancel — it remains accessible if you resubscribe within 90 days.
• After 90 days of inactivity, synced client data may be permanently deleted.
• Refunds for Dashboard subscriptions are available within 14 days of first purchase if you have not used the service beyond the trial. After this period, refunds are handled on a case-by-case basis — contact hello@pocketreceipt.co.uk.
• If you are on an annual plan and cancel mid-year, no partial refund is given unless PocketReceipt discontinues the service.

If you enable GPS mileage tracking, the App will request location permission and may use a foreground service where required by Android versions to record distance. Location tracking is intended for mileage journeys you start. You can deny location permission and use manual mileage entry instead.

AI scanning is optional and may produce errors. You are responsible for checking extracted values before saving.

The PocketReceipt website (pocketreceipt.co.uk) is provided for informational and marketing purposes. The following additional terms apply to website visitors:

Analytics and cookies: The website uses Google Analytics 4 and Microsoft Clarity for usage analytics. These services are activated only after you accept analytics cookies via the cookie consent banner. You may reject analytics cookies without affecting website functionality. See our Privacy Policy for details on what data is collected.

Email sign-up: If you submit your email address via a form on the website, you consent to receiving the requested guide or information. Your email address is stored securely and will not be shared with third parties or used for unrelated marketing. You may request deletion of your email at any time by contacting hello@pocketreceipt.co.uk.

Tax guides: The tax guides on the website are for general information only. They do not constitute tax, legal, or financial advice. Always consult a qualified accountant or HMRC directly for advice specific to your circumstances.

Accuracy: We make reasonable efforts to keep website content accurate and up to date, but we do not guarantee completeness or accuracy of all information. HMRC rates, thresholds, and rules may change — check GOV.UK for current figures.

Your use of the App is subject to the Privacy Policy. You can delete your account and data using in-app controls. Before deletion, the App may warn you about record-keeping obligations.

When you delete your account, local data is removed immediately. Some server-side data may require up to 48 hours for automatic cleanup. If you previously shared data with an accountant, copies they already downloaded are outside PocketReceipt's control.

If you link to an accountant, your expense and mileage data is shared with the accountant as described in the Privacy Policy. You control access via the accountant access toggle and can pause or revoke access at any time. When you delete your account, any active accountant links are automatically severed and synced data is removed from accountant views.

PocketReceipt and its content are owned by PocketReceipt or its licensors and are protected by applicable intellectual property laws.

You must not:

• Attempt to reverse engineer, decompile, or extract source code except where permitted by law.
• Abuse the App or interfere with its operation.
• Use the App for unlawful purposes.

• PocketReceipt does not provide tax, accounting, or legal advice.
• Any estimates shown in the App (if any) are for planning only and are not official HMRC calculations.
• The App is provided “as is” and “as available”.
• The Tax Forecast feature provides estimates only, calculated using published HMRC rates for the relevant tax year. These estimates are for planning purposes and do not constitute tax advice. Always consult a qualified accountant or tax adviser before filing.
• The Accountant Dashboard displays data as entered by app users. PocketReceipt does not guarantee the accuracy of synced data and is not responsible for decisions made by accountants based on Dashboard data.

Force majeure: PocketReceipt is not liable for any failure or delay in providing the service caused by circumstances beyond our reasonable control, including but not limited to: natural disasters, pandemics, acts of government, internet or telecommunications failures, failures of third-party service providers (including Google Firebase, Apple App Store, Google Play, Stripe, or HMRC systems), power outages, cyberattacks, or industrial action. We will make reasonable efforts to resume the affected service as soon as practicable.

To the maximum extent permitted by law, PocketReceipt is not liable for indirect or consequential losses, loss of profits, or penalties arising from your use of the App. Total liability is limited to the amount you paid for the App in the 12 months before the claim (if any).

We may update these Terms from time to time. If we make material changes that affect your rights or obligations, we will notify you via email (if we have your email address) or via an in-app notification at least 14 days before the changes take effect. The "Last updated" date at the top of this document will always reflect the most recent revision. If you do not agree with the updated Terms, you may stop using the service before the changes take effect. Continued use after the effective date means you accept the updated Terms.

If you have a complaint about PocketReceipt or any of our services, please contact us first:

Email: hello@pocketreceipt.co.uk

We aim to acknowledge complaints within 2 working days and resolve them within 14 working days. If we need more time, we will keep you informed of progress.

If we cannot resolve your complaint: You may refer the matter to an alternative dispute resolution (ADR) provider. For UK consumers, you can contact:

• Citizens Advice — citizensadvice.org.uk — for guidance on your consumer rights.
• The Centre for Effective Dispute Resolution (CEDR) — cedr.com — an ADR provider.

For complaints about data protection, you may also contact the Information Commissioner's Office (ICO) at ico.org.uk.

Nothing in this section affects your statutory rights as a consumer under the Consumer Rights Act 2015.

These Terms are governed by the laws of England and Wales. Courts of England and Wales have exclusive jurisdiction.

Email: hello@pocketreceipt.co.uk

Developer: PocketReceipt (United Kingdom)